Maintaining Sustainability and Saving Space: From Oceans of Paper to a Fishbowl!
Project Overview
Key Benefits
- Time Savings: Reduced time spent finding and delivering critical information by 8 hours per customer service call.
- Cost Savings: Saved $891,000 in office space by reallocating and eliminating storage units.
- Improved Collaboration: Enhanced collaboration and information accessibility across the corporate office and Sitka facility.
- Employee Morale: Boosted morale by replacing manual, time-consuming tasks with automated processes.
Key Quotes
“We love that we can personalize how we code the documents to suit how we use them. The flexibility of PaperVision.com has been key to our success.”
— Georgia Pelton, Accounts Payable Administrator, Seafood Producers Cooperative
“Integrating the Northscope software right into PaperVision.com really helped us move forward. Now we’re a clean, paperless company.”
— Sherri Willand, Accounts Receivable Administrator, Seafood Producers Cooperative
Background
Seafood Producers Cooperative (SPC) has been delivering high-quality fish products worldwide since 1944, supported by almost 600 dedicated fishermen. As the oldest and most successful fishing co-op in North America, SPC recognized the need to modernize their business processes to maintain their sustainable practices.
The Challenge
SPC faced challenges with their paper-based information management system. The corporate office in Bellingham, Washington, employed 12 staff members, while an additional 250 seasonal employees operated in Sitka, Alaska. Accounts Receivable Administrator Sherri Willand and Accounts Payable Administrator Georgia Pelton were responsible for managing invoices and member information. However, most critical business information was still handled on paper, which significantly hindered customer service.
Pelton and Willand often needed to retrieve files from their off-site storage unit, dubbed “The Cage,” or sift through 23 filing cabinets on-site. This outdated system resulted in long wait times for members, who often waited up to eight hours for information retrieval. Willand stated, “We could no longer grow as a sustainable company if we continued to be inundated with paper.”
The Solution
After updating their Northscope ERP software, SPC partnered with DocuDriven to transition to a paperless solution using PaperVision.com. This licensed, feature-based system allowed Willand and Pelton to easily scan and manage all business information. DocuDriven scanned over 600,000 records into the system, with ongoing scanning facilitated by PaperVision Capture and Forms Magic Technology, enabling automation and accurate indexing.
The Results
With PaperVision.com, SPC transformed their operations and achieved significant benefits:
- Space Efficiency: Reallocated 3,000 sq ft of office space, saving $891,000 in costs.
- Improved Customer Service: Reduced the time spent on retrieving information from eight hours to just minutes, significantly enhancing customer support.
- Easy Access to Information: The corporate office can now access most records instantly, with employees in Sitka able to find necessary information in seconds.
- Process Accuracy: Automated features have reduced human error, ensuring accurate invoice management and record keeping.
- Sustainability Goals: Their transition to a paperless system supports their commitment to sustainability and responsible fishing practices.
Willand and Pelton expressed their satisfaction with PaperVision.com, noting its user-friendly interface and the positive impact on their day-to-day operations. “We went from an ocean to a fishbowl!” said Willand, highlighting the drastic improvement in their information management.
Looking ahead, they plan to implement automated workflows to further streamline their processes, enhancing productivity while maintaining their commitment to sustainability.
About DocuDriven
DocuDriven is a Business Process Optimization (BPO) company specializing in data and document management, based in Vancouver, Washington. We offer tailored products and services designed to enhance your organization’s business processes, available both on-site and remotely.
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